Purpose of this Privacy Notice
This statement explains how The Studio collects, manages and uses your personal data before, during and after your Residency. The Studio sits within Bath Spa Univeristy’s Research and Enterprise activity. We adhere to the General Data Protection Regulation (GDPR) principle of transparency and this Privacy Notice informs you about:
- How and why we use your personal data;
- What your rights are under GDPR, and;
- How to contact us if you have questions, concerns or wish to exercise your rights regarding the use of your personal data.
Why are we processing your personal data?
As data controllers we will only process your personal data in accordance with the GDPR, the Data Protection Act 2018 and any other privacy laws that apply (“the Data Protection Legislation”). We will always tell you about the information we wish to collect from you and how we will use it. We use personal data for processing Resident applications, delivery of services, evaluation, and for legitimate interests such as communication about events and activities within The Studio.
Why are we processing your personal data (the legal basis)?
As data controllers we will only process your personal data in accordance with the GDPR, the Data Protection Act 2018 and any other privacy laws that apply (“the Data Protection Legislation”). We will always tell you what information we wish to collect from you and how we will use it. We will process the personal data of applicants and residents for the purpose of administering a contract to deliver a service which you have asked for. This service is to become a resident of The Studio and the contractual obligations for successful applicants are set out in the Resident Handbook. We will also process the personal data of those on our mailing lists in order to provide them with relevant communications and updates about The Studio. It is considered to be in our legitimate interest to do this and there is an opt out function should recipients no longer wish to receive this information.
What data do we collect?
The data we collect will vary depending on your level of participation with The Studio. The Studio team members will only collect data that is essential for the purpose of engagement with The Studio.
When you apply to be a resident at The Studio (or are working with us as an Associate), we will collect personal data including name, email address, occupational information, home/work postcodes, project descriptions and access needs.
For individuals selected as residents, we may collect additional data such as your headshot, professional biography, as well as qualitative and quantitative data related to your engagement with The Studio such as individual and project outcomes related to your participation in The Studio.
For individuals who are not selected to be Residents of The Studio there will be the option to opt in to receive The Studio newsletter. You can opt out at any time.
Who do we share your data with?
Your data will not be shared outside of Bath Spa University and is processed within the terms of this policy and in accordance with the United Kingdom Data Protection Act 2018 and General Data Protection Regulation 2016.
Anonymised data may be shared with public stakeholders. We may also share your data when we have a legal obligation to disclose your information.
The Studio may be approached by other departments within Bath Spa University who are interested in connecting with residents. You will also always be consulted before we make any introductions.
How do we keep your data secure?
We take a robust approach to protecting your information with secure electronic and physical storage areas with controlled access. Alongside these technical measures there are comprehensive and effective policies and processes in place to ensure that users and administrators of information are aware of their obligations and responsibilities for the data they have access to. By default, people are only granted access to the information they require to perform their duties. Mandatory data protection and information security training is provided to staff and expert advice is available if needed.
How long do we keep your data for?
Your data will only be retained for as long as you are Resident at The Studio. After which you will have the opportunity to opt-in as an alumni or request to have your data removed. If you don’t do either of these then your data will be removed one year after you have left The Studio.
Your Rights and how to exercise them
Under the Data Protection legislation you have the following qualified rights:
- The right to access your personal data held by or on behalf of The Studio
- The right to rectification if the information is inaccurate or incomplete
- The right to restrict processing and/or erasure of your personal data
- The right to data portability
- The right to object to processing
- The right to object to automated decision making and profiling
- The right to complain to the Information Commissioner’s Office (ICO) who can be contacted via: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 08456 30 60 60 or 01625 54 57 45. Website: www.ico.gov.uk
Please note that some of these rights do not apply when the data is being used for research purposes if appropriate safeguards have been put in place. We will always respond to concerns or queries you may have. If you wish to exercise your rights or have any other general data protection queries please contact: firstname.lastname@example.org
This Privacy Notice was published in December 2020.